Modifying Sub Contract—Key Exercises

Basic Data Setup

Reason Code

Purpose: The purpose of this exercise is to show you how to create reason codes.

Windows:
Sub Contract Basic Data/Reason Code

  1. Open the Sub Contract Basic Data window.
  2. Create the reason codes that should be associated with your sub contract, if it has not already been created.

General exercise for Sub Contract Basic Data and Requirements

Currency/Currency Exchange Rates

Purpose: The purpose of this exercise is to show you how to set up required currencies and currency exchange rates in the system.

Windows:
Currency Rate Types

  1. Open the Currency Rate Types window.
  2. Create the currency and/or currency exchange rate that should be associated with your sub contract, if it has not already been created.

General exercise for Currency Information

Required Data

Creating Sub Contract

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Create the sub contract.

General exercise for Creating Sub Contract

Main Exercise

Purpose: The purpose of this exercise is to show you how to modify a sub contract. You can modify information directly on the sub contract or create a new revision that will include your changes (The latter option is recommended). You will also learn how to modify sub contract lines and items, define and modify audit trail settings for a sub contract revision, change the sub contract currency, freeze/unfreeze a sub contract revision, cancel and delete a sub contract.

Windows:
Sub Contract
 Sub Contracts

Modifying Sub Contract Information

Purpose: Once you have copied information to a new/existing sub contract, you may need to update the information as per your requirements. In this exercise we will modify information on the new HVAC System sub contract.

Prerequisites: The Copying Sub Contract exercise must have been completed.

Note: In this example, the supplier that is responsible for performing the work detailed in this sub contract has been preselected.

  1. Open the Sub Contract window.   
  2. Populate (F2) or query (F3) for the sub contract you created through the Copying Sub Contract - 2 exercise.
  3. Change the sub contract name to HVAC System.
  4. In the Supplier ID field, enter the supplier (if not already there).
  5. Change the contract reference, if one exists.
  6. Clear the value displayed in the Site field. (We will not connect this sub contract to any site.)
  7. Click the General tab.
  8. In the Description field, enter a suitable description, e.g., Installation of Heating-Ventilation-Air Conditioning facilities in a housing complex.
  9. Enter any additional general information, if needed.
  10. Click the Defaults tab.
  11. Verify the information you copied to the sub contract.
  12. Select the Activity Required check box. The HVAC System sub contract will be connected to a project, and a project activity is required for each sub contract line item.
  13. Save the information (F12).

Creating New Sub Contract Revision

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the necessary sub contract.
  3. Click the Revision tab.
  4. Right-click and click Create Revision. The Create New Sub Contract Revision dialog box opens.
  5. In the Reason ID field, enter XXSCP, where XX are your initials.
  6. Click OK.

Note: If you want to enable (or remove) audit trail on the new revision, you can define the settings at the same time that the new revision is being created.

Modifying Sub Contract Lines and Items

Purpose: The purpose of this exercise is to modify the lines and items that were copied to the new sub contract revision.

For information on how to modify or remove sub contract lines and line items, go to the extended exercise for Adding Sub Contract Lines and Items.

Defining Audit Trail Settings

Purpose: The purpose of this exercise is to show you how to define audit trail settings for the sub contract revision. With audit trailing enabled, it will be possible to generate history logging of changes performed on the sub contract revision. We will define audit trail settings for the HVAC System sub contract.

Prerequisites: The sub contract HVAC System must have been defined.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the sub contract name HVAC System.
  3. Click the Revision tab.
  4. Right-click anywhere in the table of the window, and then click Audit Trail Settings. The Audit Trail Settings dialog box opens.
  5. Select the Audit Trail Enabled check box.
  6. Do not select the Variation Order and Variation Comment Required check boxes.
  7. Click OK.
  8. Note that the Audit Trail check box is selected for the sub contract revision.

Modifying Audit Trail Settings

Purpose: The purpose of this exercise is to show you how to modify audit trail settings when creating a new sub contract revision. We will use the HVAC System sub contract for this exercise as we have previously enabled audit trail on revision 1 of this sub contract. Audit trail settings on the old revision are defaulted to the new revision. However, these settings can be changed. We will modify the audit trail settings to incorporate the following requirement: Audit trail is required for the new revision. Changes to the new revision must be retained with a valid variation order and variation comment.

Prerequisites: The previous exercise must have been completed.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the HVAC System sub contract.
  3. Click the Revision tab.
  4. Right-click and click Create Revision. The Create New Sub Contract Revision dialog box opens.
  5. In the Reason Code field, enter XXSCP, where XX are your initials.
  6. Observe that the Audit Trail Enabled check box is selected.
  7. Select the Variation Order Required and Variation Comment Required check boxes.
  8. Click OK.

Changing Sub Contract Currency

Purpose: The purpose of this exercise is to show you how to change the currency of a sub contract. Here, we will change the currency of the sub contract created to handle the installation of an HVAC system. The preferred currency for this sub contract will be the Canadian Dollar.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the sub contract name HVAC System.
  3. Right-click anywhere in the header, and then click Change Contract Currency. The Change Contract Currency dialog box opens.
  4. In the To Currency field, enter CAD.
  5. Select the Replace Currency Codes check box.
  6. Select the Convert Item Values check box.
  7. In the Contract Rev field, enter revision 1.
  8. In the Exchange Rate field, ensure that the correct exchange rate is displayed.
  9. Click OK.

Freezing Sub Contract Revision

Purpose: The purpose of this exercise is to show you how to manually freeze a sub contract revision. We will freeze revision 1 of the HVAC System sub contract.

Note: When using the HVAC System sub contract for this exercise, it is recommended that you complete the previous exercise before commencing with this exercise.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the necessary sub contract.
  3. Click the Revision tab.
  4. Select the sub contract revision, right-click, and then click Freeze.
  5. Observe that the Frozen check box is selected.

Unfreezing Sub Contract Revision

Purpose: The purpose of this exercise is to show you how to unfreeze a frozen sub contract revision.

Note: An Unfreeze should only be performed when the required changes do not necessitate the creation of a new sub contract revision. Typically, this task should only be performed by certain personnel, e.g., contract manager.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the necessary sub contract.
  3. Click the Revision tab.
  4. Select the sub contract revision, right-click, and then click Unfreeze.
  5. Observe that the Frozen check box is cleared.

Canceling Sub Contract

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the necessary sub contract.
  3. Right-click anywhere in the header, point to Status and then click Cancel.
  4. Observe that the sub contract status is set to Cancelled.

Deleting Sub Contract

Purpose: The purpose of this exercise is to show you how to delete a sub contract.

Note: A sub contract can only be deleted while it has the Planned status.

  1. Open the Sub Contract window.
  2. Populate (F2) or query (F3) for the necessary sub contract.
  3. Click Remove on the toolbar to delete the sub contract.